The recruitment step in foreign national hiring. Procedures and lead times differ substantially depending on whether the candidate is already in Japan or being sponsored from overseas.
Once your hiring plan (採用計画) is in place and the profile and responsibilities for the role have been defined, you are ready to move on to the recruitment step. The first thing to understand here is that "where the candidate currently is" fundamentally determines what status of residence (在留資格) procedures will be required and how long they will take.
There are broadly two routes to hiring foreign nationals. The first is hiring someone who is already residing in Japan; the second is sponsoring someone from overseas. The type of application required and the time it will take differ significantly between the two. Understanding this distinction before you begin recruitment is essential for building a realistic hiring schedule.
This step corresponds to STEP 2 of the overall foreign national hiring process. For an overview of the full process, please see How to Hire Foreign Nationals in Japan.
The two routes in foreign national hiring can be summarised as follows.
Route 1: Domestic hiring (candidate already in Japan) This covers candidates who are already residing in Japan under some form of status of residence. If their current status already permits employment, the hiring process can generally proceed relatively smoothly — the employer may also submit a Certificate of Authorized Employment (就労資格証明書) application as a precaution. If the candidate holds a status that does not permit employment (such as Student or Dependent), an application to change status of residence (在留資格変更許可申請) will be required. The standard processing period for a change application is approximately one to two months.
Route 2: Overseas hiring (sponsoring from abroad) This covers candidates currently outside Japan. The hiring organisation or an authorised representative files an application for a Certificate of Eligibility (COE) (在留資格認定証明書) with the relevant regional immigration bureau in Japan. Once the certificate is issued, the candidate obtains a visa at the Japanese embassy or consulate in their home country and then travels to Japan. The standard processing period for a COE is approximately one to three months; with the subsequent time needed for visa acquisition and travel preparation, the overall lead time tends to be longer than for domestic hiring.
When drawing up a hiring plan, it is important to design your schedule with this difference in lead times in mind.
When hiring a foreign national already residing in Japan, the first step is to confirm whether the candidate's current status of residence permits employment. The residence card (在留カード) states whether there are any restrictions on employment; if the candidate holds a status that permits work — such as Permanent Resident, Long-Term Resident, or Spouse of Japanese National — there are no particular restrictions.
Where a candidate is residing under a status not primarily intended for employment — such as Student or Dependent — and is being hired as a full-time employee, an application to change status of residence will be required (Immigration Services Agency of Japan — Application to Change Status of Residence). Whether the change is approved depends on whether the planned duties correspond to the requirements of the status being applied for. It is therefore advisable to verify the compatibility of the role and the relevant status of residence before making a formal offer.
When sponsoring a foreign national from overseas, the starting point on the Japanese side is obtaining a Certificate of Eligibility (COE) (在留資格認定証明書) (Immigration Services Agency of Japan — Application for Certificate of Eligibility).
The application is filed with the regional immigration bureau that has jurisdiction over the candidate's intended place of work or the accepting (host) organisation's (受入れ機関) location — either by the organisation's own staff or by an authorised representative such as a registered administrative scrivener or lawyer. A key difference from domestic hiring is that this application can proceed even while the candidate is outside Japan.
Once the certificate is issued, the candidate obtains a visa at the Japanese embassy or consulate in their home country and travels to Japan. Upon entry, they are granted the status of residence stated on the certificate. The process from hiring decision to the candidate's first day of work can take three to four months, so early preparation of the application is important.
The main channels available for recruiting foreign national talent are as follows.
The right channel will depend on the role you are hiring for, whether candidates are already in Japan, and the timeline available for the hire. Our office also offers consultations on foreign national recruitment services tailored to your circumstances.
Once recruitment is under way, you may receive applications from individuals holding a range of statuses of residence. Before proceeding with selection, it is essential to confirm each applicant's current status of residence and whether they are permitted to work.
The key points to verify are as follows.
Verifying an applicant's status of residence early in the hiring process is important for preventing cases of illegal employment. For confirming the authenticity of residence cards, the Residence Card Number Validity Enquiry Service provided by the Immigration Services Agency of Japan (出入国在留管理庁) can also be used.
📋 If you are uncertain about verifying an applicant's status of residence
Whether an applicant's status of residence is compatible with the role you intend to hire for can be difficult to determine from the residence card alone. Please feel free to contact us for an initial consultation.
In the foreign national recruitment step, the single factor of "whether the candidate is in Japan or overseas" has a major bearing on the procedures and lead times that follow. Clarifying your route before recruitment begins, and starting preparations for the necessary applications early, are key to a successful hire.
The next step (STEP 3) will set out what to verify from a status of residence perspective during the selection and interview process. For the full hiring process, see How to Hire Foreign Nationals in Japan; for context on why foreign national hiring requires planning before the visa stage, see also Hiring Foreign Nationals Starts Before the Visa Application.
🧭 Considering hiring foreign national talent?
Our office supports the full process of foreign national hiring, from verifying status of residence to handling application procedures. Learn more about our foreign national recruitment services, or use our eligibility self-assessment tool.
